Title: Code of Conduct - Ethical Policies

Department: Emirates Supply Chain Services

Document No.: Version Issue Date Effective Date
SOP-03/HR 01 16th Jan 2022 17th Jan 2022

Prepared by (Sign & Date): Approved by (Sign & Date):

Syed Hassan Abbas Sohaib Baig

Talent & OD Specialist Head of HR & Procurement

Distribution List

Designations & Department Location Distribution Mode

QSHE Staff QSHE Drive Master Soft File

QSHE Executive QSHE Office Original hard copy of all

documents (Green
Master stamped)
Islamabad DC Manager Islamabad- GSK Controlled copy No 1
(blue stamped)
Multan DC Manager Multan Controlled copy No 2
(blue stamped)
Hyderabad DC Manager Hyderabad Controlled copy No 3
(blue stamped)
RBDC Warehouse Manager RBDC Lahore Controlled copy No 4
(blue stamped)
Head of HR & Procurement LDC Controlled copy No 5
(blue stamped)
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Document No. Version Effective Date Next Review Date
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Revision History Summary

Revision Date Revised By Reasons for Revision Version No.

16/01/2021 Syed Hassan - To integrate organization- wide Superseded all
Abbas documents and fix inconsistencies across previous versions.
the documented management system
w.r.t documents. The first document
- Adopted new document coding system & developed in 2017
structure of document and till now several
- Separated forms from SOP and adopted revisions made and
as separate format authorities changed.
- Included details related to leaves, availing New document
advance, termination, employee exit, carries Version 01.
engagement survey and overtime
- Separated training and development
requirements from HR SOP and
developed separate SOP.
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I. Purpose:
Purpose of this documented procedure is to:

A. To assure that we maintain intrinsic & extrinsic disciplines against local labor law, ILO conventions,
Social Accountability - 8000 and ETI (Ethical Trade Initiatives)

B. To protect mutual rights & obligations between employer & employee.

C. To safeguard behaviorist conflicts.

D. To motivates the feeling of freedom to work..

II. Scope:

This procedure is applicable to all departments of the Emirates Supply Chain Services, Compliance with Laws
& Workplace Regulations, Prohibition Of Forced Labor, Prohibition Of Child Labor, Prohibition Of Harassment
& Abuse, Compensation & Benefits, Hours Of Work, Prohibition Of Discrimination, Health & Safety, Freedom
Of Association & Collective Bargaining, Environment, Customs Compliance & Security.

III.Responsibilities:

Head HR & Procurement (Manage all the related activities of the respective departments)
Compensation & Benefits Lead (Manage all the salaries, loans and health related issues of employees)
Talent Acquisition & Organizational Development Specialist (Manage all the hiring’s, trainings and cultural side
for employees)
HR Officers (Assist the Lead & Specialist roles respectively).

IV. Procedure:

A. Descriptions

Convention 1
1. The minimum age limit for employment is declared as 18 years as per Labor Act.
2. Any sort of discrimination (gender, color, race, religion and community) will strictly be discouraged.
3. Probation period is deemed to be decided at employment time with respect to nature of job.
4. An acknowledgement Performa is deemed to be filled annually; to assure / ensure employee’s
contentment that he / she has been working peacefully during the year, and, he / she has never
been abused (verbally, physically and sexually).
5. All employees are allowed to freely join any legal association.

Convention 2
1. As per Labor Act: Minimum wages limit is according to prevailing law.
2. All employees are paid through wage slips.
3. Over-time is deemed to be voluntary.

Convention 3
1. Regular bona fide employee is entitled to avail leaves during a calendar year as per Labor Act.
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2. Employee is entitled to following leaves:

- Sick: 10, Casual: 10, Annual leaves: 15
3. Employee is not entitled to avail any leave(s) during his / her probation period. With the declaration
of regular status, the employee is not entitled to avail more than 3 consecutive leaves during a
month.
4. For sick leaves employee need to inform the respective in charges who will then inform to Admin /
Personnel Department and where necessary provide medical certificate.
5. All regular bona fide employees are entitled to avail the Annual leave subject to completion of
probation period. After one year of his service from date of joining. In case Sick, Causal, Annual
leaves are not availed by any employee for any reason then the Annual leaves will be en cashed and
calculated on the following basis.
- Gross Salary* / 26 X No. of leaves
All employees will be liable to reply the Show Cause on account of their absence (without prior
notice) of for more than 48 hours. In case of any misconduct (moral, ethical, sexual or social); The
Management may take only the action decided by Labor Court or Pakistan Penal Court.

Convention 4
1. All regular bona fide employees are entitled to avail all facilities / services as declared by PESSI
(Punjab employment Social Security Institution) and EOBI (Employees Old-age Benefit Institution)
2. All bona fide employees are entitled to avail the provident fund at the time of retirement /
finalization of service of the company: This provident fund will be charged as a deduction of 10% of
basic salary on the account of contribution to provident fund.

Convention 5
1. All employees are entitled to get the traveling expenses reimbursed: if he / she travels to other
towns and cities as per the actual.
2. All employees are entitled will be paid as per the rates given below, if he / she travels within the
same town / city.
3. Public Transport: As per Actual

Convention 6
1. All regular and bona fide employees who intend to resign the particular post where they are
deployed: it is deemed as compulsory 1-month prior notice in the name Manager Personnel. Failing
to which will be charged with 1 month salary.
Company shall pay 1 month salary to a regular and bona fide employee if he / she is retired without
1-month prior notice

B. COMPLIANCE WITH LAWS & WORKPLACE REGULATIONS POLICY

PURPOSE
To assure that M/s Emirates Supply Chain Services. complies with all laws & regulations in it’s
all location(s) where including those laws and regulations in relation to:
Wages & hours i.e., 48 hours/week
Freedom of Association & collective bargaining
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Minimum age for employment & related restrictions i.e., 18 years

Health & Safety i.e., hazards free workplace
Environmental Standards & Compliance i.e., PEPA 1997
General Labor Laws
Relevant International Trade Law
Drug enforcement

SCOPE
The description of applicable laws & regulations is as under:
The Factories Act 1934
Workers Compensation Act 1923
Employees Social Security Ordinance 1965
Employees Old Age Benefits Act 1976
Standing Order Ordinance 1968
Constitution of Pakistan
Custom Act 1969
Environmental Protection Act 1997

RESPONSIBILITIES

Primary: HR Executive 3PC to implement the purposeful policy and maintain relevant records.

Secondary: G.M 3PC to monitor and ensure implementation.

Tertiary: Head of HR & Compliance to validate and ensure the effectiveness of Corrective &
Preventive Actions if occurs.

PROCEDURE

HR Executive 3PC updates the purposeful policy and manual for all changes in laws & regulations
related to Labor Practices, Warehouse Conditions, Environmental and Customs Compliances. Such
changes are incorporated through an In-house document i.e. ALR (List of Applicable Legal
Requirements) as objective evidence.
In coordination, consultation/ guidance with Head of HR & Compliance, G.M 3PC & DMR arranges to
update current applicable laws & practices which deemed necessary to be fulfilled in the factory

C. PROHIBITION OF FORCED LABOR POLICY

PURPOSE

To assure that M/s Emirates Supply Chain Services.

 Doesn’t use involuntary or forced labor-indenture, bonded or otherwise.

 Prohibits all relevant from coercing or threatening employees anyway, or unnecessarily/

unlawfully limiting employees’ freedom of movement

SCOPE
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The description of applicable laws & regulations is as under:

Bonded Labor System Abolition Act 1992
Pakistan Standing Order 1968

RESPONSIBILITIES

Primary: G.M 3PC along with HR Executive reviews & maintains employment applications /
contracts.

Secondary: Related HOD to monitor the employ during and after probation period.

Tertiary: Head of HR & Compliance to take Corrective & Preventive Actions in due course if such
situation becomes true.

PROCEDURE

HR Officer maintains employment applications / contracts including a signed statement, firming that
applicant / nominees are seeking employment voluntarily and / or not under threat of any plenty or
undue influence.

Sr. Executive HR maintains personal files in accordance with their well defined JIDs (Job Instructions
& Descriptions) to normal security matter such as the protection of property or personnel security.

Assistant Manager HR&OD 3PC provides effective trainings to all concerned individuals on
purposeful policies & procedural manuals those prohibits involuntary or forced labor. He maintains
INTER (Training Need Identification & Records,) to keep the records of training sessions & trainings

D. PROHIBITION OF CHILD LABOR POLICY

PURPOSE

To assure that M/s Emirates Supply Chain Services.

 Doesn’t hire any employee under the age of 18, the age interfering compulsory schooling or the
minimum age established by local law, whichever is greater.

SCOPE

The description of applicable laws & regulations is as under:

Employment of Children Act 1991

RESPONSIBILITIES

Primary: Sr. Executive HR 3PC scrutinizes all applications for employment / PERSON to assure the
age of Nominee is not less than 18 years.

Secondary: G.M 3PC to compare applicant / nominee’s appearance to asserted and written age.

Tertiary: Head of HR & Compliance to monitor (on quarterly basis) the records of PERSON and
employees on floor in the WH that there is no employ less than 18.
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PROCEDURE

Sr. Executive HR 3PC or any nominated person by G.M 3PC to collects & retains documented proof
(attested by gazette officer / union counselor or Nazim) of age from all potential worker/employees
prior to hiring:

 National Identity Card

 Copy of Form B
 Certificate of Matriculation / O-Level

E. PROHIBITION OF HARASSMENT OR ABUSE POLICY

PURPOSE

To assure that M/s Emirates Supply Chain Services.

 Provides a work environment free of harassment, abuse (physical, moral, sexual) or any sort
of corporal punishment in its any form.

 To provide a means for employees to resolve their work place concerns with management.
This procedure represents intent to offer a dispute resolution mechanism to the employees

SCOPE

The description of applicable laws & regulations is as under:

The Constitution of Pakistan 1973

Pakistan Penal Code

Industrial Relation of Ordinance

RESPONSIBILITIES

Primary: The Committee i.e. comprised of G.M 3PC, Head of HR & Compliance, Country Manager,
Manager Finance and workers representative.

Secondary: G.M 3PC to arrange the acknowledged fulfillment of Social Feedback Form irrespective
of its negative or positive.

Tertiary: Head of HR & Compliance to monitor and analyze the data of Social Feedback Form.

PROCEDURE

G.M 3PC, dully signed Social Feedback Form from all employees of every cadre for the supervision of
the workers affirming their understanding of anti-harassment/abuse. Sr. Executive HR provides
effective trainings to all concerned individuals on purposeful policies & procedural manuals those
prohibits harassment / abuse (physical, moral, and sexual). He maintains INTER (Training Need
Identification & Records) to keep the records of training sessions & trainings.

DMR assures the implementation of Suggestions Boxes and the matter suggested is thoroughly
investigated & resolved by G.M 3PC under the guidance of social committee.
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Following events can initiate the disciplinary actions against any employee.

 Unlawful disobedience.

 Sabotage to company property or product or both.

 Failure to abide by with company rules & regulations/code of conduct.

 Misbehave with Top Hierarchy at any vertical level.

 Harassment to colleagues/peers, especially female gender.

 Disclosure of trade & corporate sector.

G.M 3PC raises Improvement Action Report in case of any misconduct, and forward it to the, who
gets it acknowledge by the accused worker. The Person appointed by the G.M 3PC will post it into
the concerned personal file. If the offense is repeatedly committed, Head of HR & Compliance calls a
documented explanation, following which competent authority may decide the actions given below:

 Termination

 Demotions

 Retention with warning

 Stopping the increment

Workers can report grievances of harassment and abuse and/or discrimination either as a result of
their own victimization or the observations of others as victims to Department Heads / Head of HR &
Compliance. The company promises to investigate each occurrence / complaint as per the grievance
procedure. If found to be with merit, shall apply disciplinary action up to and including termination
of the offending person. The company assures confidentiality of the complaint and the complainant
as well as non-reprisal. These complaints can be raised through

 suggestion/complain boxes without mentioning his / her identity

 Directly report it to their immediate supervisor.

 If the complain is against the supervisor then the worker will report the incident to the AM
Warehouse who will inform the Head of HR & Compliance if necessary.

 In case any manager is involved in such instances the worker can directly approach the
Country Manager.

The Investigating officer will have 10 regular working days in which to respond to the relief
requested. Should the Investigating officer fail to respond within the 10-day time limit or if the
employee finds the response unsatisfactory, the employee may present a written appeal to the
Worker’s Representative, clearly specifying the grievance and the relief requested. The G.M 3PC
should respond in writing within 10 days of receipt.

Where it is found that an incident of misconduct has taken place, investigating officer records his
observations and
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 respective section supervisor will do the counseling with the worker

 if any in-charge or supervisor is found to be involved in harassing or abusing the workers

representative will do the counseling

 in case of any manager being involved in such instances the Head of HR & Compliance will
do the counseling and try to identify the reasons which causes any grievance or un-
disciplinary action by the offender

Where it is found that a severe incident of misconduct has taken place, investigating officer records
his observations and immediately forwards to the concerned authorities who decides due action.

Based on the objective evidences available and from the feedback of other workers as well as on the
past behavior, investigating officer may decide the following.

 Terminate the worker through legally provided means.

 Demote him / her

 Retain him / her with last warning.

 Issue legal notice to the offender, a copy of which is kept in his / her personal file. In case of
repetition of such act further legal procedure is followed which may result in termination of
services.

 In case that the incident is deemed to be of a serious nature by the competent authority
then it can result in immediate termination following the appropriate legal procedure.

Results of investigation and actions decided will be filed in the personal file of the particular
employee.

F. COMPENSATION & BENEFITS POLICY

PURPOSE
To assure that M/s Emirates Supply Chain Services.
 Pays the minimum total compensation declared by local law including mandated wages,
benefits & additional payments in accordance with agreed terms as per employment
contract (PERSON). The payment is categorized as “Salary” & “Piece Rate”

 It is assured that wages are paid & over-time is worked at compensation rate as per labor
laws.

 The methodology of calculation is (gross salary /26/ 8) x 2.

 If an employee (whose employment must not be less than 360 days) expires during the job,
the Company is bound to pay Rs. 200,000/= to widow / or dependant of employee (male/
female)

 If the company is in profit than every year it has to pay 10 (C) bonuses to each employee as
per law of the State and company’s policy.

SCOPE
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The description of applicable laws & regulations is as under:

Workers Compensation Act 1923
Employee Social Security Ordinance 1965
Factories Act 1934
Employees Old Age Benefits Act 1976
Standing Ordinance 1968
Pakistan Minimum Wages for Unskilled Workers (amended) Ordinance 2001.

RESPONSIBILITIES

Primary: Sr. Executive HR&OD 3PC, to implement the laws & regulations.

Secondary: G.M 3PC to ensure the code & mode of payments

Tertiary: Head of HR & Compliance to monitor the procedure.

PROCEDURE

G.M 3PC ensures that all the salaries of permanent employees are in accordance with National Law
through an adequate procedural manual. And if a Piece Rated Worker’s earning is less than
minimum wage limit per month, the remaining amount is paid through a voucher and keeps the
record of salary sheets. He also ensures distribution of detailed salary slips with the help of HR
Executive.
HR Executive displays the legal minimum wage rate / piece rate / over-time rate in native language.
Time Keeper and HR Officer keeps the record of attendance & over-time.
Company pays Social Security fund for all employees.
Company pays for EOB of all employees.
The company pays bonus to its all employees if company makes profit

G. HOURS OF WORK POLICY

PURPOSE

To assure that M/s Emirates Supply Chain Services.

 Observes the hour work each day, the days worked each week and don’t exceed the
maximum legal limit i.e. 8hours/day, 48hours/week.

 Provide 1 day off in every week except as require meeting urgent business needs.

 Defines regular over-time requirement as 2 hours each day.

 Declares gazette holidays by the government of Islamic Republic of Pakistan.

 Provides paid vacations as declared in SIM-6, Convention 3.

SCOPE
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The description of applicable laws & regulations is as under:

Factories Act 1934 (section 34 to 39, sub section 2/45)

RESPONSIBILITIES

Primary: Head of HR & Compliance to approve circulation of gazette holidays other than regular off
days

Secondary: G.M 3PC to implement the laws & regulations

Tertiary: Country Manager to monitor the procedure.

PROCEDURE

The normal and shift working hour information is circulated by G.M 3PC after approval from Head of
HR & Compliance with respect to any change (on account of climate, religious month like Ramadan
and other ceremonial occasions.

The company doesn’t force the employees to work without 1 day off period of more than 16 week in
a year

H. PROHIBITION OF DISCRIMINATION POLICY

PURPOSE

To assure that M/s Emirates Supply Chain Services.

 Employs, pays, promotes and terminates (if necessary) workers on the basis of proficiency
rather than any sort of discrimination like gender, race, religion, nationality, political, social
or ethnic origin.

 Assures that no discrimination policy will be established or practiced against those women
applicants who conceive pregnancy and applies for job.

 No medical test applied to check pregnancy before employing any lady / woman.

 No discrimination will be practiced or established on marital status of a woman.

SCOPE

The description of applicable laws & regulations is as under:

Industrial Relation Ordinance 1968

RESPONSIBILITIES

Primary: The Committee i.e. comprised of G.M 3PC, Head of HR & Compliance, Country Manager,
Manager Finance and workers representative.

Secondary: G.M 3PC to arrange the acknowledged fulfillment of Social Feedback Form irrespective
of its negative or positive.
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Tertiary: Head of HR & Compliance to monitor and analyze the data of Social Feedback Form.

PROCEDURE

G.M 3PC assures that a statement applicants / nominee understands the anti-discrimination policy
and the statement is dully signed by employee. Sr. Executive HR 3PC communicates anti-
discrimination policy and gets the Social Feedback Forms signed by all employees.
The workers are independent to suggest without mentioning their identity/

I. FREEDOM OF ASSOCIATION POLICY

PURPOSE

To assure that M/s Emirates Supply Chain Services. is

 Workers Representative is elected according to the state and local laws and regulations.

 Emirates Supply Chain Services. respects its employee’s right to join, form or not to join a
labor union without fear of reprisal, intimidation or harassment. Where employees are
represented by a legally recognized union, we are committed to establishing a constructive
dialogue with their freely chosen representatives. Emirates Supply Chain Services. is
committed to bargaining in good faith with such representatives.

SCOPE

The description of applicable laws & regulations is as under:

Industrial Relations Act 2008

RESPONSIBILITIES

Primary: G.M 3PC reviews & maintains applications, conduct elections and keep record.

Secondary: Workers Representative to bring up issues and queries of workers to the top
management and bargain on behalf of all the employees working in the organization.

Tertiary: Head of HR & Compliance to take Corrective & Preventive Actions in due course if such
situation becomes true.

PROCEDURE

Sr. Executive HR 3PC maintains records of meeting and supervises elections for the Workers
Representative. The elected Workers Representative will ensure that all issues related to the
employees regarding Health & Safety, wages, working hours, leaves etc are communicated to the
G.M 3PC and resolve them through negations with the management.

 Effectively communicate the policy and associated guidance and procedures to personnel
and other interested parties.

 Provide all new employees with a copy of the policy, and provide formal training on the
policy, either as part of the employee induction process or as part of an apprenticeship
scheme.
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 Provide employees with regular training and awareness building covering the issues in this
policy in order to foster an awareness of shared responsibility and accountability.

 Seek to make existing employees aware of the issues covered in this policy.

 State clearly how this policy relates to other policies.

 Display the policy publicly and prominently.